In this article, we'll cover:  

  • How to sync your SimpleGym account to your gym's Quickbooks Online account. 
  • How to automatically send payment information from SimpleGym to Quickbooks.
  • How to keep your gym finances up-to-date and organized in Quickbooks Online.

Background:

After your gym members' payments run in SimpleGym, instead of having to manually enter those transaction details in Quickbooks Online, SimpleGym's Quickbooks Online Integration enables you to automatically update your gym's Quickbooks account, making accounting up-to-date and organized.


SimpleGym's Quickbooks Online Integration automatically matches your gym's accepted and settled payments to the corresponding gym member in your Quickbooks account, and enters the amount of the payment under that member's name, as well as breaks out any transaction costs, and lists them appropriately in your Quickbooks account. 


Benefits include:

  • Syncs member and payment information in SimpleGym and Quickbooks.
  • Automatically sends payment information from SimpleGym to Quickbooks.
  • Keeps your gym finances up-to-date and organized in Quickbooks Online.
  • This integration supports QuickBooks Online’s U.S. version only.


Eligibility:

Quickbooks Online Integration is a standard feature, included on both SimpleGym's Free Plan and SimpleGym Pro.


This integration supports QuickBooks Online’s U.S. version only. 


Steps:

To send members an email from your gym, first…

  • Navigate To The My Account Page

  • Log in to your SimpleGym Account.
  • Click the top right menu icon to open the menu. 
  • Click 'My Account'

  • Click 'Connect To Quickbooks Online'

    • Login: Login to the Quickbooks Online account you want to sync your SimpleGym account to.

      • Note: If you have not yet created a Quickbooks Online account for your gym, you will need to complete this step before you can sync your account.

    • Success: You should see text generated by Quickbooks that the Sync was successful.

  • Navigate To The Payments Page

    • Click 'Payments' on the left sidebar menu.

  • Sync

    • To initiate a Sync, Click the 'Sync to Quickbooks' button.
      • Note: If no button is visible, confirm that you have successfully completed the "Connect To Quickbooks Online" steps above.
      • Note: Only payments that are fully settled can be imported. Payments still in the authorization stage, for example, cannot yet be imported.

  • Check Quickbooks

    • Confirm that your payments have successfully imported by logging in to your Quickbooks Online account, and locating the imported transactions.

FAQs:

All Payments Imported: 

Recurring, one-time and retail payments can all be imported into your Quickbooks Online account. However, payments can only be imported once fully settled. Payments still in the authorization stage, for example, cannot yet be imported.


Customer Name: 

SimpleGym will list the sync'ed payment under the Customer's Name as it was listed in SimpleGym. If no identically named customer exists in your Quickbooks Online account, SimpleGym will instruct Quickbooks Online to first create a customer with that name, and then record the transaction. Therefore, it is important that you use consistent customer names between Quickbooks and SimpleGym so that you do not end up with multiple variations of the same customer name in your Quickbooks account.


Transaction Fees: 

For each payment, SimpleGym will instruct Quickbooks Online to separately record any SimpleGym / WePay related transaction fees. These will be listed as 'Bank Fees' or 'Transaction Fees' expense category in your Quickbooks account.


Version Support:

This integration supports QuickBooks Online’s U.S. version only. It does not support Quickbooks Desktop.


Congratulations! You have now synced your gym's SimpleGym and Quickbooks Online Accounts. Payments you accept via SimpleGym will now automatically be added to your Quickbooks Online account whenever you initiate a sync.